9 Critical Office Relocation Tips

Mar 1, 2022 | Business Guides | 0 comments

Moving to a new office is exciting, but it’s also a very large, complex task. According to a survey by E.on, relocating is considered the second most stressful task for a small business, followed by hiring new staff. Making the decision to relocate isn’t easy, yet it may be crucial to the success and scaling of your business.

If you find yourself in the situation of relocating your company, then read on. We’ve put together some tips on relocating the company. The tips can be used as a checklist to ensure all critical parts of the move are taken care of.


1. When to Start Planning

It’s a good idea to begin planning the move at least six months before the moving date. The reason for this is to ensure all tasks dealing with the move are taken care of. Missing a critical task could cause the move to fail or be delayed.

It’s necessary to create a plan based on the relocation budget the company has configured. Creating a specific budget for the move can help with tracking costs and ensuring the relocation doesn’t end up costing more. Remember to include costs for hiring movers and more. Also, it can help to have a target moving date, which allows plenty of time for the relocation.

Next, you will need to develop a timeframe for the move to have a target date for the end of the relocation process. Once the moving period has been determined, then it’s time to create a schedule for all the tasks involved with the move.

Start planning earlier rather than later!


2. Make a Checklist

Because there are many tasks involved with moving, it’s a good idea to create a relocation checklist. Having a checklist makes it easier to assign tasks to staff, too. With the right plan, each task will be done at a specific time. Then, when a task is completed, check it off the list.

Your checklist should be as detailed as possible to ensure each task and subtask is completed at the right time.


3. Communicate with Employees

It’s also essential to ensure all employees are informed of the company’s relocation. What’s more, specific tasks may be assigned to employees. You’ll also need to keep employees up to date on the most current schedule and plan, as well as the checklist. Finally, make sure to notify employees about any changes and procedures needed for the move.

Employees should be informed about the following details of the relocation:

  • The office’s new location
  • New phone & fax numbers (if current numbers don’t transfer to the new office)
  • New building rules (hours of operation, and more)
  • Unpacking arrangements & procedures at the new location

Change can be stressful for employees; however, keeping them in the loop and communicating regularly with them can ease their stress and make them excited about the move.


4. Assign One Project Manager

Each relocation needs the whole team to work together; however, to keep everything organised and everyone on the same page, it’s necessary to assign one project manager, not more. If too many people are put in a position of authority with the move, you can count on chaos.

Instead, one project manager has the ability to facilitate all parts of the move. The person you choose needs to have excellent multi-tasking skills, know how to keep everything organised, and have effective communication skills. They should also have experience working with budgets and timelines.


5. Protect Company Data

As your company relocates, it’s possible something disastrous could happen to its files or even the hardware. It’s essential to be prepared for such eventualities. Otherwise, your business will end up losing valuable data. So, you should include backing up company data in the relocation checklist. With a backup, your company data will be protected from loss or even a breach as you move.

You might consider using a digital visitor management system to keep data protected. What’s more, the system makes it easier for a seamless move because the service is in the cloud.

Backing up and protecting your data may also be required for compliance with GDPR (General Data Protection Regulation), depending on your industry.


6. Deep Clean the Office

When relocating, some businesses forget this essential task on their checklist. Before the relocation, it’s crucial to deep clean the office. And if the company is making upgrades to office furniture and equipment, it’s not necessary to move these items to the new location. Instead, these items may be donated or sold.

Consider shredding old documents and files that are no longer needed. For example, sell or donate old office furniture and do the same with any equipment not required at the new office location.


7. Label All Boxes

Another problem that’s sometimes overlooked is labelling all boxes making the move. Each box should include a label for the department and a list of what’s inside. All items need to be included on the list to avoid forgetting or losing essential items.

It’s also a good idea to include the new company address. In addition, a list of all boxes (and their contents) is required. The goal is to make sure nothing is lost in the move. With a list of all boxes and their contents, you’ll be sure nothing is forgotten or overlooked during the relocation.


8. Hire a Professional Moving Company

It can help to have a target moving date, which allows plenty of time for the relocation.

Make sure to hire a professional moving company for your relocation. A professional mover can ensure the move goes smoothly and efficiently. They also have the knowledge, experience, and resources to ensure the move is successful.

In addition, some movers provide packing and unpacking services, which can be a huge help, especially if there aren’t enough employees to help. A professional mover can also work with you to develop a moving plan.

When searching for a professional, reputable mover, make sure the company has been around for several years and that they are certified and insured.


9. Update Everyone About Your New Business Address

Make sure clients, partners, and suppliers are informed about the move, and they have your new business address.

You’ll also need to update all business cards, company letterhead, social media sites, and the company website.


Summing It Up

Relocating your business can be chaotic and stressful. However, the move can be much smoother with a plan, a timeframe, and using our checklist.

By following the tips in our checklist, you’re sure to have a very successful move to your new location!

If you are looking to set up your office in Newcastle, be sure to contact us to see what availability we have.

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